Office of the

Dean of the Faculty

Faculty Handbook - Fall 2008

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IV. C.1. PROFESSIONAL TRAVEL

(Source: Office of Dean of Faculty, August 2007)

The College encourages faculty members to attend and participate in meetings of professional associations and societies of direct relevance to their teaching and research interests. Whenever possible, faculty should avoid travel that conflicts with teaching, registration, exams, and senior orals. Unavoidably missed classes should be covered by a colleague or rescheduled. As soon as a traveler knows what conference he or she wishes to go to, the traveler should submit a travel request form.

Who is eligible:

  • Faculty on 50% or more time
  • Faculty on sabbatical or leave

Number of domestic and international trips per year:

  • One domestic trip to attend a professional association meeting.
  • One domestic trip in addition for faculty who have been invited to present a paper or serve as a discussant, or who are serving as an organizer of the meeting.  Please attach a copy of the invitation or acceptance letter to the request for travel funds. Requests may be made for a third trip, but full funding is not assured.
  • Funding for international travel is decided on the basis of other travel requested or taken during the fiscal year and the cost of the trip. Airfare should be arranged as far in advance as possible (60-90 days or more is advised).

Expenses covered:

  • Lowest airfare point to point.  In some cases, travel must include a Saturday-night stayover to get the lowest fare.
  • Registration. The College pays for the fee only.
  • Lodging. The College pays the lowest available convention rate for a single room.
  • Meals and ground transportation. The College provides $55 per day (based on the number of nights lodging) for meals and ground transportation. Receipts are not required.
  • No additional funds are available.

Approval process for “domestic” conferences (the United States—excluding Hawaii—and Canada):

  • Complete a request for travel form (download PDF or Word), which is available from Jo Cannon or which can be found in the holder outside the Dean of Faculty's office. Return to Jo.
  • An email approval from Jo authorizes you to make arrangements for travel, lodging, and registration.

Approval process for “international” conferences (outside the United States and Canada and including Hawaii):

  • Complete a request for travel form accompanied by documentation of expected airfare, which is either an estimate acquired online or a quote from an agent at Ellis Travel House, or both. Agents to consult for international ticketing are the following, in order: Maria (maria@ellisth.com), Natasha (Natasha@ellisth.com), and John Ellis (john@ellisth.com). All can be reached at 503 671 9111. Give the travel form and airfare information to Jo along with the invitation if you are presenting. Once a travel request is approved and the ticket is booked, the college will not pay for changes in the itinerary.

Reimbursement process:

  • Submit to Jo your hotel and registration receipts (and an airfare receipt if you paid for the ticket yourself).  It’s helpful to attach a short cover memo identifying the total expected.
  • Since the budget is cleared each fiscal year (July 1-June 30), there is no possibility of accumulating eligibility from one year to the next.

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